How to Format Expenditure Worksheets For the Incentive Tax

Transcription

1 TEXAS EXPENDITURES WORKSHEET INSTRUCTIONS Effective Dates: September 1, August 31, Texas Film Commission «Office of the Governor, Economic Development and Tourism 1

2 TABLE OF CONTENTS OVERVIEW RD PARTY PAYROLL WORKSHEET INDEPENDENT CONTRACTOR PAYROLL WORKSHEET VENDOR EXPENDITURES WORKSHEET...7 PETTY CASH WORKSHEET...8 JOURNAL ENTRIES WORKSHEET CAST LIST AND CREW LIST Texas Film Commission «Office of the Governor, Economic Development and Tourism 2

3 OVERVIEW These instructions are to help you format proper Expenditure Worksheets as part of an acceptable incentive documentation submission for the Texas Moving Image Industry Incentive Program review process. We ask you to follow these simple, yet specific instructions carefully, and in doing so you will improve the Texas Film Commission review process and shorten the time it takes to determine your project s incentive payment. EXPENDITURE WORKSHEETS Expenditure Worksheets list what applicants are submitting for the incentive. Applicants are responsible for creating Expenditure Worksheets, populated only with eligible Texas expenditures, for a project s payroll, vendor expenditures, petty cash, journal entries as well as cast and crew lists. Additionally, documentation of spend is required to support this list. (See Program Guidelines for examples of acceptable expenditure backup.) Expenditure Worksheets should not be confused with the documentation required to verify eligible Texas spending. We will reject Expenditure Worksheets for the purposes of incentive review if they are not formatted and completed in accordance with these instructions. Worksheet Requirements All worksheets must be in Excel format. Each Excel worksheet will have a submitted total. Backup documentation must be in the same order as the Expenditures submitted on the worksheets. Include only required columns and rows on worksheets. Do not include or otherwise hide ineligible expenditures or place filters on worksheets. Imported worksheets from an accounting module or payroll report must still be formatted according to TFC instructions. Worksheets for all types of expenditure submissions are addressed with these instructions, though you may not use thtem all for your particular submission. QUESTIONS? Please contact the Incentive Department at the Texas Film Commission at or via at filmincentive@gov.texas.gov Texas Film Commission «Office of the Governor, Economic Development and Tourism 3

4 3 RD PARTY AND IN-HOUSE PAYROLL WORKSHEET The Excel 3rd Party Payroll Worksheet must be formatted as indicated below. The information may be exported from the payroll register, production company software or created by the applicant. The worksheet should contain columns as shown below: Pay Period Ref Number Name (Last, First) Position DTR Form Gross Time Wages OASDI MEDI FUI SUI PH&W Vac & Hol Mileage Kit Rental Allocated* Submitted Amount 9/1/ Clothing, Jack Wardrobe Y $1, $ $26.10 $10.80 $40.86 $ $ $60.80 $ % $2, /1/ Doe, John PA Y $ $24.80 $5.80 $2.40 $9.08 $ % $ /1/ Prop, Jane Art Director Y $4, $ $61.63 $25.50 $96.48 $ $54.12 $ % $5, /15/ Doe, John PA $ $24.80 $5.80 $2.40 $9.08 $32.00 $ % $ /15/ Thomas, Michael Grip Y $2, $ $39.15 $ % $2, PAYROLL TOTAL $11, *Column used primarily by Video Game and Animation projects. Not all projects require a Time Allocation. Sort the 3rd Party Payroll Worksheet alphabetically by last name. If the payroll report is not organized alphabetically, sort the Payroll Worksheet names as they appear on the report. If multiple payroll reports are used, sort names alphabetically within individual report periods. If there are multiple payroll reports or pay periods, the Payroll Worksheet should be sorted chronologically, oldest to newest. Film and Television projects submitting payroll for run of show do not need to note a pay period. Please leave a blank row on the Payroll Worksheet between each report or pay period. Reference Number Include a reference number column on the Payroll Worksheet before the employee name. The reference number may be either the pay date from the payroll report or the check number. Film and Television projects submitting payroll for run of show do not need to note a reference number. Declaration of Texas Residency (DTR) Form Confirmation Only Texas residents with completed DTR forms are to be included on the worksheet. Confirm each individual has a completed DTR form by entering Y on the worksheet in the DTR Form column. If the individual appears more than once on a worksheet, only the first occurrence should be noted with a Y in the column. Employer Paid Taxes and Fringes Applicable employer paid taxes and fringes including OASDI, MEDI, FUI, SUI, PH&W, Vac & Hol are eligible and must be broken out and listed separately on the payroll report and on the Payroll worksheet. Benefits Information Applicable benefits paid through 3rd party vendors separate from payroll must be submitted on a separate Benefits Worksheet. Appropriate backup is required for benefits expenditures and these costs must be broken out per employee Texas Film Commission «Office of the Governor, Economic Development and Tourism 4

5 3 RD PARTY AND IN-HOUSE PAYROLL WORKSHEET Mileage, Kit Rental or Per Diem Only applicable mileage, kit rental or per diem payments that have been paid through payroll can be included on the Payroll Worksheet. Add columns to indicate each type of payment. Otherwise submit these expenditures on the worksheet from where it has been paid. Workers Compensation (W/C) & Handling Fees If workers compensation is paid to a Texas insurance company or broker and the certificate of insurance/purchase is submitted with the documentation, a column for W/C may be included in the Payroll Worksheet. Handling fees may only be submitted if paid to a Texas payroll company. Time Allocation If applicable for the project, include a Time Allocated column. This column should be placed before the Submitted Amount column. Format allocation as a percentage. Submitted Amount The Submitted Amount should sum each row. At the bottom of the worksheet sum the Submitted Amount column and label summed total Payroll Total Texas Film Commission «Office of the Governor, Economic Development and Tourism 5

6 INDEPENDENT CONTRACTORS PAYROLL WORKSHEET The Excel Independent Contractors Payroll Worksheet must be formatted as indicated below. The information may be exported from the payroll register, production company software or created by the applicant. The worksheet should contain columns as shown below: Pay Period / Invoice Date Check Number Name (Last, First) Position DTR Form Gross Wages Mileage Kit Rental Submitted Amount 9/1/ Clothing, Jack Wardrobe Y $1, $60.80 $ $1, /1/ Doe, John PA Y $ $37.19 $ /1/ Lee, Kris Director Y $12, $12, /1/ Prop, Jane Art Director Y $4, $54.12 $50.00 $4, /1/ Thomas, Michael Grip Y $2, $2, /1/ Thomas, Michael Grip $1, $1, /1/ Waters, Jess Craft Services Y $1, $20.18 $ $1, PAYROLL TOTAL $24, Sort the Independent Contractors Payroll Worksheet alphabetically by last name. Declaration of Texas Residency (DTR) Form Confirmation Only Texas residents with completed Declaration of Texas Residency (DTR) forms are to be included on the worksheet. Confirm each individual has a completed DTR form by entering Y on the worksheet in the DTR Form column. If the individual appears more than once on a worksheet, only the first occurrence should be noted with a Y in the column. Mileage, Kit Rental or Per Diem Applicable mileage, kit rental or per diem payments must be included on the Independent Contractors Payroll Worksheet if they are being paid from the same invoice as the labor. Add columns to indicate each type of payment. Otherwise submit these expenditures on the worksheet from where it has been paid. Independent Contractors Payroll Worksheet entry totals must reflect only the eligible spend amounts from invoices. Remove any ineligible spend from invoice or receipt totals to calculate eligible spend amount. Submitted Amount The Submitted Amount should sum each row. At the bottom of the worksheet sum the Submitted Amount column and label summed total Payroll Total Texas Film Commission «Office of the Governor, Economic Development and Tourism 6

7 VENDOR WORKSHEET The information on the Excel vendor worksheet must be formatted as indicated below. The information may be exported from the production company software or created by the applicant. The worksheet should contain columns as shown below: Pay Date Check Number Invoice Number Vendor Name Description Notes Submitted Amount 8/25/2015 ABC Diner Working Meal $ /27/ Acme Camera Camera Rental $15, /20/2015 JWSFKG American Airlines Air Fare $ /28/2015 Everything Grocery Craft Services $ /29/2015 Eats Restaurant Working Meal $ /28/ Household, Susie Location Fee $ /30/ In Town Hotel Hotel $ /25/2015 8Q634L On The Go Car Rental $ /20/2015 SWQGLK Southwest Airlines Air Fare $ /27/ XYZ Production Rentals Grip/Electric Rentals $1, VENDOR TOTAL $19, Sort the Vendor Worksheet alphabetically by vendor. Include the entire eligible amount of the invoice in one entry (row). Do not break out by internal accounting codes or PO number on the worksheet. Vendors paid by credit card may be included on the Vendor Worksheet. However, projects with significant amounts of credit card expenditures should submit a separate Credit Card Worksheet using the same instructions as the Vendor Worksheet. Do not include petty cash advances or petty cash envelopes on the Vendor Worksheet. Petty Cash Worksheets must be created for these type of expenditures (see Petty Cash Worksheet). Deposit payments may be included if: The deposit invoice shows that the deposit was nonrefundable. The vendor invoice shows that the deposit was applied to the invoice. The vendor invoice included a credit invoice. Required backup documentation must be organized in the same order as the Vendor Worksheet entries to which it corresponds. The Vendor Worksheet may only include eligible spend from invoices or receipts from Texas vendors. Enter a brief explanation in the notes column if submitting an amount different from the check amount or the invoice/receipt (i.e. Tips removed). At the bottom of the worksheet sum the Submitted Amount column and label summed total Vendor Total Texas Film Commission «Office of the Governor, Economic Development and Tourism 7

8 PETTY CASH WORKSHEET The Excel Petty Cash Worksheet must be formatted as indicated below. The information may be exported from the production company software or created by the applicant. The worksheet should contain columns as shown below: Envelope Number Employee Name (Last, First) Department Notes Submitted Amount 1 Clothing, Jack Wardrobe $ Clothing, Jack Wardrobe Original receipt (#12) invoice 1. $ Doe, John Production Removed tip (#14). $ Prop, Jane Art Director $ PETTY CASH TOTAL $2, The Petty Cash Worksheet may only include eligible payments to Texas vendors. The Petty Cash Worksheet should be sorted by employee last name. If an employee has more than one envelope, sort the envelopes in numerical order. Expenditures listed on the Petty Cash Worksheet may be listed by petty cash envelope total or by individual receipt total. Required petty cash envelope with receipt backup documentation must be organized in the same order as the Petty Cash Worksheet entries to which they correspond. The Petty Cash Worksheet may only include eligible spend from receipts. Enter a brief explanation in the notes column if submitting an amount different from the receipt or envelope amount. Petty cash envelopes with multiple returns must note the envelope number with the original receipt in notes column (see example above). At the bottom of the worksheet sum the Eligible Amount column and label summed total Petty Cash Total Texas Film Commission «Office of the Governor, Economic Development and Tourism 8

9 JOURNAL ENTRIES The Excel Journal Entry Worksheet must be formatted as indicated below. The information may be exported from the production company software or created by the applicant. The worksheet should contain columns as shown below: Journal Entry Number Vendor Name Description Notes Submitted Amount 1 ABC Diner Working Meal $ Acme Camera Camera Rental $15, American Airlines Air Fare $ Everything Grocery Craft Services $ Household, Susie Location Fee $ In Town Hotel Hotel $ On The Go Car Rental $ Southwest Airlines Air Fare $ JOURNAL ENTRIES TOTAL $18, The Journal Entry Worksheet may only include eligible payments to Texas vendors. Sort the Journal Entry Worksheet by journal entry number. Required journal entry backup documentation must be organized in the same order as the Journal Entry Worksheet entries to which they correspond. Journal entries require documentation and proof of payment similar to accounts payable. The Journal Entry Worksheet may only include eligible spend. Enter a brief explanation in the notes column if submitting an amount different from the line item entry and backup total. Applicants must provide an explanation for all journal entry expenditures not paid for by the applicant in the NOTES column of the Journal Entry Worksheet. NOTE: Providing a transaction explanation does not guarantee eligibility of spend. At the bottom of the worksheet sum the Submitted Amount column and label summed total Journal Entries Total Texas Film Commission «Office of the Governor, Economic Development and Tourism 9

10 CAST LIST AND CREW LIST The Excel Cast List and Crew Lists must be formatted as indicated below. CREW LIST Name (Last, First) Position DTR Form Notes 1 Clothing, Jack Wardrobe Y 2 Doe, John PA Y 3 Lee, Kris Director Y 4 Prop, Jane Art Director N Non TX 5 Thomas, Michael Grip Y 6 Waters, Jess Craft Services Y Total Crew 6 Total TX Crew 5 CAST LIST Name (Last, First) Position DTR Form Notes 1 Adams, Joe Dad Y 2 Doe, John Son Y 3 Jones, Julie Store Owner Y 4 Public, Nicole Extra Y 5 Smith, Olivia Extra N Missing DTR 6 Turbo, Bo Stunt Performer Y Crash Total Cast 6 Total TX Cast 5 Create separate Cast List (which include extras) and Crew List. Use the NOTES column to: List nicknames or multiple names of individuals List the business name of individuals paid as a loan-out corporation or under a company name Note an individual as non-texas resident, using the space to enter Non TX Note if an individual is missing a DTR form, using the space to enter Missing DTR Texas Film Commission «Office of the Governor, Economic Development and Tourism 10